Adding a new event

Before you start

Easiest workflow: WordPress dashboard on one side of the screen, webmail inbox on the other. Work through the email from top to bottom.

You'll need login credentials for both — ask the IT webservant if you don't have them.

Step 1 — Create the event and add the title

1. In WordPress, go to Events → Add New.
2. Grab the event name from the email (e.g. "Let's Get Quizzical").
3. Right-click the Add title field and use Paste and Match Style — this stops any email formatting tagging along.
4. Click into the main text box below the title, hit Enter once. This gives the flyer a bit of breathing room.

Step 2 — Download and insert the flyer

1. In the email, scroll to the Field ID #16 link — that's the flyer image (usually a JPEG).
2. Right-click → save it to your computer.
3. Back in WordPress, click Add Media above the text editor.
4. Drag and drop the image into the Media Library, then click Insert into post.
5. Once it's in, click the image and drag the corners to size it up a bit if needed.
6. Click to the right of the image and hit Enter to leave a blank line below it.

Step 3 — Pick the event categories

1. Check the Type of Event in the email (e.g. Fundraiser, Quiz).
2. On the right-hand side in WordPress, find the Event Categories panel.
3. Tick whatever matches — you can tick more than one (e.g. both "Fundraiser" and "Quiz").

Step 4 — Set the date and time

1. Find the Starts and Ends info in the email.
2. Scroll down to the Time & Date section in WordPress.
3. Enter start date, start time, end date, end time — exactly as the email says.

Step 5 — Add the venue

1. Scroll down to the Location section.
2. Click the Venue dropdown. If the venue's been used before, it might already be in the list — check carefully though, especially if there are duplicate names (different branches of the same place, etc.).
3. If it's new, select Create a Venue.
4. Copy and paste the venue name, address, city and postcode from the email.
5. Make sure Country is set to United Kingdom.
6. Make sure both Show map and Show map link are ticked — that's how people get directions.

Step 6 — Add the organiser

1. Find the Event Host in the email.
2. In the Organizers section, paste their name.
3. If they're not in the list, select Create: [Organizer Name].

Step 7 — Set the ticket price

1. Find the Ticket price in the email.
2. Scroll to Event Cost in WordPress.
3. Change the currency symbol from $ to GBP (Great British Pound).
4. Type the number — e.g. 10 for £10. Don't put the £ sign in the number box.
5. If it's free, just type 0.

Step 8 — Extra details (if there are any)

Check the email for Other details or Parking instructions.

• If it's all already on the flyer, don't bother typing it out again.
• If there's something extra (like "Street Parking"), click below the flyer image in the text editor and Paste and Match Style to add it.

Step 9 — Publish and check

1. Scroll up to the top right and hit the blue Publish button.
2. Click View Event at the top to see how it looks live. Check the dates, the flyer, and the map all look right.
3. Spotted a mistake? Click Edit Event in the top toolbar, fix it, then hit the blue Update button.

Step 10 — Tidy up

1. WordPress: click your profile icon top right → log out.
2. Webmail: drag the email you just processed into the Events Done folder.
3. Log out of webmail.